Mary's Center is committed to promoting diversity, equity and inclusion (DEI) within our organization and the communities we serve. We embrace diversity of experiences, ideas, and individuals, and seek to bring a diverse group of candidates to the table.

Important Note: Mary's Center is mandating the COVID-19 vaccine booster for all staff.

Position Summary

This position provides administrative support in Development specific to grant administration. In addition, this position serves as a liaison and communicator between three departments (Development; Finance; Programs) for purposes of ensuring efficient and accurate grant administration.

Compensation: Salary range $60,000-65,000.

Reportability

This position will report directly to the EVP Development with an indirect report to the Grant Specialist.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Grants Team Support

• Manage all aspects of support for bi-monthly Grant Review Committee (GRC) meetings including but not limited to: prepare meeting agendas; circulate materials to GRC committee members; record virtual meetings and share screen displaying agenda; take meeting minutes; ensure pending items are completed prior to each GRC; maintain the GRC Team site.
• Coordinate and facilitate grant management efforts and onboarding meetings for new grants between Development Grants Team, Program Staff, Finance Grant Accounting Team, and the Outcomes Team, as appropriate; cadence of meetings is dependent upon nature of each grant.
• Work collaboratively with the Finance Department to develop grant budgets, when needed.
• Work collaboratively with the Finance Department to ensure the Grant Code List is updated regularly and is accurate.
• Manage the Grants team scheduling for external funder meetings/site tour visits, as needed.
• Manage the grants team email by ensuring Grant team staff are following up on funder communications, including, but not limited to funder deadlines, grant opportunities, and funder requests.

Grant Gifts & Data Entry

• Ensure grantor contact information and attachment documents are kept up to date in the database; monitor the grants email communications for award/decline notifications and add to the corresponding funder record in the database
• Responsible for assisting with the grant pledge set up process for new incoming grants, including but not limited to: communicating new grant pledge set up information to Finance Department; ensuring new grants are added to the Grant Code List; keying new grant pledges into the database, and ensuring program grant agreements and budgets are provided to Finance.
• Serve as the liaison for all communications with the Individual Giving Team regarding development checks for foundation grant funding and providing grant codes for any check grant gifts.
• Responsible for the acknowledgement process of all grants

Administrative & Other Duties

• In conjunction with Finance staff, continuously reconcile development department records with respect to grant awards/payments.
• Work alongside the Grants Contractor to print and mail grant letters; ensure letters are added to SharePoint and actions are updated in the database.
• Collaborate with the Programs Administrative Support Specialist on the Energy Assistant Program (EAP); manage the EAP payment spreadsheet and update in a timely manner to ensure spenddown is finalized by the grant period end date.
• Ensure grant SharePoint files are kept up-to-date and filed accordingly, including, but not limited to, Board Lists, Financials, Outcomes/Metrics, and other vital attachments for grants.
• Provide administrative support as necessary and pending availability for the Development Department in the absence of the Development Coordinator.

Qualifications

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills & Abilities -

• Bachelor's degree or equivalent background with a minimum of 3 years of administrative experience; 1-2 years of years of experience in development grant work and/or nonprofit fundraising experience preferred.
• Experience working for a large organization with many moving parts a plus.
• Experience with database systems (Raiser's Edge) strongly preferred.
• Strong organizational, attention-to-detail, and time-management skills; Must be able to work independently and as part of a team.
• Familiarity with health care topics and HRSA/Community Health Center system a plus.

Language Requirement - Ability to communicate effectively in English is required.

Versatility and Flexibility - Ability to work as part of a team and adjust to a dynamic work environment; ability to manage competing deadlines and priorities.

Project Management Skills - Experience managing projects throughout the full lifecycle; Ability to multitask to ensure deliverables remain on schedule.

Computer Skills - Experience with and knowledge of computer operations; knowledge of Microsoft Office Suite, and database applications; experience with fundraising software is a plus.

Physical Demands - Regularly required to sit; frequently required to reach with hands and arms, walk, stoop, kneel, crouch, talk or hear; must be able to lift objects up to twenty-five (25) pounds.

Work Environment - Mostly in a typical office and/or home setting with quiet to moderate noise level. Remote/in-person hybrid position, including occasional onsite requirements as needed for special projects and department team activities.

The Benefits:

• Health Insurance: medical, dental & vision - plus retirement options through 403(b) contribution and investment opportunities
• 25 days of paid leave annually (in addition to paid holidays), plus 5 educational days
• Tuition reimbursement of $2000/year towards education assistance and professional development
• Transportation subsidy via metro & bus
• Employee Assistance Program (EAP)